30

I have data in a Word table that includes line and paragraph breaks. When I copy the data into Excel, it splits each line and paragraph I want into multiple cells. How do I copy the data to Excel and keep the breaks?

38

You'll have to do a bit of character replacement. It's a pretty simple fix.

In Word:

  1. Select your entire table in Word.
  2. Open the "Find and Replace" dialog (e.g., by typing Ctrl+H).
  3. In the "Find what" field, enter ^l. This will select all line breaks.
    • You may select paragraph breaks by entering ^p.
  4. In the "Replace with" field, enter ^v.
    • This is a shortcut for the paragraph symbol ¶, also known as a "pilcrow".
    • You may want to replace paragraph marks with two pilcrows for ease in replacement later.
  5. Click "Replace All".
  6. Copy the table data to the clipboard.

In Excel:

  1. Paste your table in the desired location in Excel.
  2. With the tabular data selected, open the "Find and Replace" dialog (again, Ctrl+H works).
  3. In the "Find what" field, enter the following Alt code: Alt+0182. A pilcrow appears.
    • To enter an Alt code, hold down the Alt key as you type the digits on the numeric keypad. It may help to have Num Lock on.
  4. In the Replace field, enter the following Alt code: Alt+0010.
    • This code enters in a single line break. Nothing appears, though your cursor may change.
  5. Click "Replace All".

References:

  • This answer (with trivial, cosmetic differences) appeared on Microsoft.com at Retain multi-line cells when pasting Word table into Excel.  And, BTW, I find that (Alt)+010 is good enough; I don’t need the two leading zeros. – G-Man Apr 30 '15 at 21:10
  • @G-Man Ha...if only I'd found that earlier! Too bad I wasn't working in Office 2007 at the time. Also, do you mean the leading one zero (Alt+010) or the leading two (Alt+10)? – skia.heliou May 1 '15 at 17:03
  • Thanks - I got all of the steps to work on a Mac (in Excel 15) except for the last one - I was unable to get the alt-0010 or line break entered. Any suggestions? I tried copying-and-pasting a line break from another source as well as a few other tricks. – JayCrossler Jun 17 '16 at 14:46
  • Office 2013 here, this doesn't work. Still getting multiple rows in Excel after the replacement. – Neil Dec 17 '18 at 17:49
15

There is an easier way.

If you have a Google Gmail account, you can open up Google Drive, and create a new spreadsheet, then copy the entire table from Microsoft Word into the Google Spreadsheet. Once you have it in the desired format, you can then copy the table into Microsoft Excel.

  • 5
    ... or... just leave it in Drive :) – GreenAsJade Jul 20 '16 at 2:36
  • I had to copy from Word to Google Doc and then from Google Doc to Google Sheet (or else the line breaks would disappear). +1 anyway – user2518618 Sep 20 '18 at 14:04
0

I found that you can use LibreOffice Calc.

  1. Select your Word table
  2. Copy
  3. In LibreOffice Calc, Paste Special as HTML
  4. Save in your favorite format

Your table won't be split into multiple cells.

0

I made a vba function to remove newline that caused the cells to split in excel before copying to excel.

sub RemoveNewLinesFromTabelCells(tblnumber as integer)
'remove newline from every cell in the selected table table by table number
  dim x as long, y as long, columncount as long, rowcount as long
  columncount = Activedocument.Tables(tblNumber).Range.Columns.Count
  rowcount = Activedocument.Tables(tblNumber).Range.Rows.Count
  for x = 1 to rowcount
     for y = 1 to columncount
        ActiveDocument.Tables(tblNumber).cell(x,y).Range.Text = Replace(ActiveDocument.TAbles(tblNumber).cell(x,y).Range.Text, Chr(13,"")
     next y
  next x
end sub

protected by Community Apr 15 at 6:58

Thank you for your interest in this question. Because it has attracted low-quality or spam answers that had to be removed, posting an answer now requires 10 reputation on this site (the association bonus does not count).

Would you like to answer one of these unanswered questions instead?

Not the answer you're looking for? Browse other questions tagged or ask your own question.